Privacy Policy
Man with Van Nags Head Privacy Policy
This Privacy Policy explains how Man with Van Nags Head collects, uses, stores and protects personal data relating to its customers in the Nags Head area and surrounding locations. It is intended to comply with the United Kingdom General Data Protection Regulation and all applicable data protection laws. This Privacy Policy applies to all Man with Van Nags Head customers and anyone who makes an enquiry about our services in our service area.
Data Controller
For the purposes of data protection law, Man with Van Nags Head is the controller of the personal data we collect and process in connection with our man and van and related services. This means we determine the purposes and means of processing your personal data.
Personal Data We Collect
We collect only the personal data that is necessary to provide and manage our services. The categories of data we may collect include:
Identity information such as name and, where relevant, business or organisation name and job title.
Contact details such as address, service pick up and drop off addresses, and any alternative contact details you provide.
Communication data such as information you provide when you contact us to request a quote, make a booking, change a booking, provide feedback or make a complaint.
Service details such as the date and time of your booking, details of items to be moved, access details at each address and any special instructions.
Payment related information such as limited payment reference information and billing related information necessary to process payments and manage invoices. We do not store full payment card details when payments are processed through third party payment processors.
Technical and usage data where relevant, such as basic information generated when you interact with our online booking or enquiry tools, including date and time of enquiry and pages visited. We do not seek to identify individuals from this data unless required for security or legal reasons.
How We Collect Personal Data
We collect personal data directly from you when you contact us by telephone, online forms, messaging services or in person, when you request a quote, make a booking or otherwise communicate with us.
We may also receive limited personal data from third parties where you have authorised someone else to book services on your behalf, such as an estate agent, landlord, business contact or family member. In these cases we rely on them to have your permission to share your details with us.
Lawful Bases for Processing
We only process your personal data when we have a lawful basis to do so. Depending on the circumstances, the lawful bases we rely on are:
Contract. We process personal data where it is necessary to enter into, or to perform, a contract for services with you. This includes processing enquiries, providing quotes, managing bookings, carrying out moves and handling related communications and payments.
Legitimate interests. We process personal data where it is necessary for our legitimate business interests and where your interests and fundamental rights do not override those interests. This may include improving our services, managing business administration, handling queries and maintaining appropriate records for insurance and operational purposes.
Legal obligation. We process personal data where it is necessary to comply with legal obligations, such as tax and accounting rules and obligations to law enforcement or regulatory authorities.
Consent. In limited situations we may rely on your consent, for example, if we wish to send you certain types of direct marketing communications by electronic means where consent is required. Where we rely on consent you are free to withdraw it at any time.
How We Use Personal Data
We use the personal data we collect for the following purposes:
To provide our services, including responding to enquiries, giving quotes, arranging and carrying out moves, and handling follow up communications.
To manage payments, invoicing, refunds and related financial records.
To communicate with you regarding appointments, changes, updates, service confirmations and service related issues.
To manage our relationship with you, including handling complaints, resolving disputes and responding to feedback.
To maintain and improve our business operations, services and customer experience.
To comply with legal, regulatory and insurance obligations.
Data Retention
We keep your personal data only for as long as it is reasonably necessary for the purposes for which it was collected and to meet legal, regulatory, tax, accounting and insurance requirements.
In general, we retain booking and invoicing records, which may contain your contact and service details, for a period that aligns with applicable limitation periods for legal claims and statutory record keeping requirements. After the relevant retention period has passed, personal data is securely deleted or anonymised so that it can no longer be associated with you.
Communications data such as routine enquiries that do not lead to a booking may be kept for a shorter period, only as long as needed to manage our relationship with you and maintain business records.
Data Processors and Sharing of Personal Data
We do not sell your personal data. We may share your personal data with trusted third parties that act as processors on our behalf for the purposes described in this Privacy Policy. These may include:
Payment processing providers that handle payments and refunds on our behalf.
IT and systems support providers that help us host and maintain booking, communication or storage systems.
Professional advisers such as accountants or legal advisers where this is necessary for legitimate business reasons and compliance with legal obligations.
Insurance providers and brokers where information is required in connection with a claim, incident or policy.
Other service partners and subcontractors where this is necessary to deliver the services you have requested, such as collaborating transport providers, and only to the extent necessary for that purpose.
All processors are required to process personal data only on our instructions, to keep it secure and to comply with applicable data protection laws.
We may also share personal data with law enforcement agencies, regulators, courts or other public authorities where we are legally required to do so, or where sharing is necessary to protect our rights or the rights of others.
International Transfers
Our core operations are based in the United Kingdom. If in limited cases personal data is transferred outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with applicable data protection laws.
Your Data Protection Rights
Under data protection law, and subject to certain conditions and exemptions, you have the following rights regarding your personal data:
Right of access. You have the right to request confirmation that we process your personal data and to request a copy of that personal data.
Right to rectification. You have the right to ask us to correct inaccurate personal data and to complete incomplete data.
Right to erasure. You have the right to ask us to delete your personal data in certain circumstances, for example where it is no longer needed for the purposes for which it was collected and there is no legal reason to retain it.
Right to restriction of processing. You have the right to ask us to restrict the processing of your personal data in certain situations, such as where you contest its accuracy or object to our processing.
Right to object. You have the right to object to our processing of your personal data where we rely on legitimate interests as the lawful basis. We will stop processing unless we have compelling legitimate grounds that override your interests or where processing is required for legal claims.
Right to data portability. In some cases you have the right to receive personal data that you have provided to us in a structured, commonly used and machine readable format and to request that it is transferred to another controller where technically feasible.
Right to withdraw consent. Where we rely on consent to process your personal data, you may withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before it was withdrawn.
How to Exercise Your Rights
If you wish to exercise any of your data protection rights or have questions about how we handle your personal data, you can contact us using the contact details you already have for Man with Van Nags Head as a customer or enquiry. We may need to verify your identity before responding to your request.
You also have the right to lodge a complaint with the relevant data protection supervisory authority if you are concerned about the way we handle your personal data. We encourage you to contact us first so that we can seek to resolve any concerns directly.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements or how we process personal data. Any updated version will apply to all Man with Van Nags Head customers in our area from the time it is made available. We recommend that you review this Privacy Policy periodically so that you remain informed about how we protect your personal data.
